28 days old

Associate I, Contracts and Procurement Services (Remote or Hybrid)

The Pew Charitable Trusts
Washington, DC 20001 Work Remotely
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  • Job Code
    180664808

Associate I, Contracts and Procurement Services (Hybrid)

Finance:
Pew's Finance Department is responsible for all financial functions at Pew. The Finance Department is committed to providing accurate, reliable, timely and cost-effective finance and procurement related products and services to aid in Pew's mission. Services are managed by individual units with specific areas of focus. The Finance Department is comprised of Accounting and Payroll Services, Contracts and Procurement Services (CAPS), Department Finance, Grant Program Services and Payment Services. The Finance Department is seeking to hire individuals with the competencies, skills, experience and adaptability necessary to deliver superior-quality work in a results-oriented environment.


Contracts and Procurement Services:

Pew's organizational structure includes a centralized procurement and contracting unit called CAPS, housed within the Finance Department. The mission of the unit is to collaborate with Program and Operations internal customers to procure desired goods and services in a timely manner, at a reasonable price and in a way that is consistent with established Pew policies, procedures and cycle-time targets.

Position Overview:

The Associate I reports to the Manager, Grant Program Services and CAPS Support and Analytics, and the position will be based in Pew's Washington, D.C., or Philadelphia, PA, office. This position serves as an integral member of the centralized procurement and contracting unit responsible for assisting operations personnel with the purchase of specialized and commodity-type goods and services from domestic and international vendors.

This position will include intake and close-out functions for contract-related documents, including liaising with contract specialists and other employees as necessary to support the creation of a complete and accurate contract package; creating contract records and maintaining data in PeopleSoft; and supporting internal customers within Pew to ensure contractual actions are completed correctly within Pew's systems. In addition, the Associate I will update the contract trackers; prepare and update process documents, flowcharts, and other contract documents; and provide reports, analysis of metrics, and other information as necessary.

This role will require the candidate to develop an understanding of institutional and program-specific policies and procedures, foster strong relationships across functional areas, and maintain knowledge of the organization.

The Associate I reports to the Manager, Grants Program Services and CAPS support and Analytics and will be based in Pew's Washington, DC office, and is eligible for 60% telework.

Responsibilities:

The ideal candidate will be accountable and responsible for performing the following institutional procurement and contracting functions:

  • Develop and run reports in various software platforms, including PeopleSoft, FoundationConnect, Smartsheet, and CyberGrants under the direction of leadership.

  • Perform quality control review of completed contract package, ensuring completeness of all coding, dollar amounts, and details; all final documents have been included; contract approvals have been made by proper authorities; appropriate requestor information is provided; and all data previously entered in PeopleSoft is accurate and ready to support the release of initial payments.

  • Perform quality control review of monthly contracts metrics, ensuring all numbers tie out and completed package does not include any inaccuracies. Function as backup support in running monthly contracts metrics, using Excel and Adobe Pro.

  • Manage staff matching gift process that entails validating and approving match requests, approving organization nominations, and processing monthly check requests. Work with internal and external partners, including performing monthly reconciliation with Accounting and contacting recipient organizations to resolve returned payments.

  • Communicate with vendors verbally and in writing to request financial information and due diligence documentation, including self-certification forms, tax identification documents, and banking information, and performing first level due diligence and coordination of second level due diligence as needed with Legal and Finance.

  • Submit vendor id creation and confirmation requests to Payment Services.

  • Confirm vendor information request package is complete and ready to route for assignment to appropriate contract specialist or senior specialist, depending on complexity and team workload.

  • Enter complete and accurate contractor and requestor data and information into PeopleSoft, including vendor and contract identification information and transaction coding.

  • Liaise with Program and Finance staff as necessary to answer contract- and PeopleSoft-related questions and troubleshoot invoicing issues.

  • Manage contract close-out process in PeopleSoft to ensure that all contracts are closed properly and efficiently in the system, liaising with buyers and Finance staff as necessary.

  • Perform payment reconciliations as needed to support Payment Services in the proper application of payments.

  • Respond in a timely and accurate manner to questions and requests for data and metrics from senior management and the Executive Office, as requested.

  • Review all documents for compliance with Pew's policies and procedures.

  • Assist with invoicing and payment issues or additional duties as needed.

  • Provide back-up support for staff who are performing grant management functions during peak periods or when colleagues are on leave.

Requirements:

  • Bachelor's degree required; certified procurement, contracting or equivalent professional designation preferred; and knowledge of contract law preferred.

  • A minimum of 1 year of relevant contracting, procurement, and grants administration or finance experience with nonprofits, for-profits, and/or universities in a complex and fast-paced environment.

  • Proficiency in Excel required. Oracle/PeopleSoft experience preferred, including querying and troubleshooting knowledge. Adobe Professional experience preferred. Experience with grant or contract management systems a plus.

  • Strong financial management experience, including budgeting, pricing, reconciliation, reporting and analytics, interpreting and communicating financial data and information, as well as familiarity with accounting, costing, and overhead allocation principles.

  • Experience participating in and supporting a change management initiative, such as reengineering the procurement and/or contracting process to yield a more efficient and effective process.

  • Self-directed and accepts full responsibility for completing assignments and resolving issues. Ability to think proactively, take initiative and see tasks through to completion with appropriate follow-up.

  • Experience adhering to service-level agreements, agreed-upon cycle-times and customer expectations, including demonstrated experience to reducing cycle-times and improving process efficiencies without negatively impacting the quality of the outcome.

  • Experience managing the flow of a high volume of documents in a fast-paced demanding environment, including the receipt, dissemination, and tracking of documents originating from inside or outside the organization.

  • Strong problem-solving and analytical skills.

  • Keen attention to detail and outstanding organizational skills. Ability to balance multiple priorities, organize time and work autonomously on discrete projects.

  • Strong written and oral communications skills, including demonstrated ability to summarize complicated issues in a clear, effective writing and presentation style.

  • Prefer experience with complex contractual arrangements, including contracts funded by multiple donors; contracts supporting numerous programs; contracts with international vendors, foreign currencies and unfamiliar laws; contracts with lobbying considerations; and/or contracts with non-profit organizations that require knowledge of tax-exempt law.

  • Ability to work professionally and collegially within a creative, fast-paced, and corporate culture that emphasizes excellence and teamwork.

  • Strong interpersonal skills, including the ability to develop and manage productive relationships with staff, consultants, and partners. The ability to work collaboratively with various departments, individuals, and external partners.





PI180664808

Posted: 2022-06-02 Expires: 2022-07-04

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Associate I, Contracts and Procurement Services (Remote or Hybrid)

The Pew Charitable Trusts
Washington, DC 20001

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